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04 040113 HA ADMINPLAN EX 2
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04 040113 HA ADMINPLAN EX 2
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Last modified
3/28/2013 10:01:24 AM
Creation date
3/28/2013 9:36:46 AM
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Template:
City Clerk
Doc Type
Agenda Packet
Agency
Community Development
Date
4/1/2013
Destruction Year
2018
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16-VI.C. RECORDS MANAGEMENT <br />SARA will maintain applicant and participant files and information in accordance with the <br />regulatory requirements described below. <br />All applicant and participant information will be kept in a secure location and access will <br />be limited to authorized staff. <br />Staff will not discuss personal family information unless there is a business reason to do <br />so. Inappropriate discussion of family information or improper disclosure of family <br />information by staff will result in disciplinary action. <br />Privacy Act Requirements [24 CFR 5.212 and Form-9886] <br />The collection, maintenance, use, and dissemination of social security numbers (SSN), employer <br />identification numbers (EIN), any information derived from these numbers, and income <br />information of applicants and participants must be conducted, to the extent applicable, in <br />compliance with the Privacy Act of 1974, and all other provisions of Federal, State, and local <br />law. <br />Applicants and participants, including all adults in the household, are required to sign a consent <br />form, HUD-9886, Authorization for Release of Information. This form incorporates the Federal <br />Privacy Act Statement and describes how the information collected using the form maybe used, <br />and under what conditions HUD or SARA may release the information collected. <br />Upfront Income Verification (UIV) Records <br />SAHAs that access UIV data through HUD's Enterprise Income Verification (EIV) System are <br />required to adopt and follow specific security procedures to ensure that all EIV data is protected <br />in accordance with Federal laws, regardless of the media on which the data is recorded (e.g. <br />electronic, paper). These requirements are contained in the HUD issued document, Enterprise <br />Income Verification (EIV) System, Security Procedures for Upfront Income Verification data. <br />SARA has adopted and implemented EIV security procedures required by HUD. <br />Criminal Records <br />SARA may only disclose the criminal conviction records which SARA receives from a law <br />enforcement agency to officers or employees of SARA, or to authorized representatives of <br />SARA who have a j ob-related need to have access to the information [24 CFR 5.903 (e)] . <br />SARA will establish and implement a system of records management that ensures that any <br />criminal record received by SARA from a law enforcement agency is maintained confidentially, <br />not misused or improperly disseminated, and destroyed, once the purpose for which the record <br />was requested has been accomplished, including expiration of the period for filing a challenge to <br />SARA action without institution of a challenge or final disposition of any such litigation [24 <br />CFR 5.903 (g)] . <br />SARA will establish and implement a system of records management that ensures that any sex <br />offender registration information received by SARA from a State or local agency is maintained <br />confidentially, not misused or improperly disseminated, and destroyed, once the purpose for <br />which the record was requested has been accomplished, including expiration of the period for <br />filing a challenge to SARA action without institution of a challenge or final disposition of any <br />o~ro2~12 Page 16-26 <br />
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